How to organise a jazz festival without losing control

A jazz festival depends on more than booking good musicians. Start by fixing the date and venue, then build the budget, programme and production plan around them. Technical needs, permits, insurance, toilets and catering should be confirmed before invitations go out. In the final weeks, focus on registrations, dietary requirements, volunteer shifts, artist information and a detailed event-day check. This order prevents the most common delays: missing equipment, unclear responsibilities and last-minute supplier calls.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the festival date
2 people
2
Confirm venue
2 people
3
Book musicians
2 people
4
Schedule performances
2 people
5
Gather technical requirements
2 people
6
Check permits
2 people
7
Check insurance
8
Book catering
2 people
9
Reserve toilets
10
Reserve audio equipment
2 people
11
Reserve lighting
12
Prepare the festival budget
2 people
13
Design invitations
14
Send invitations
2 people
15
Process registrations
2 people
16
Collect dietary requirements
17
Send artist information
18
Publish the program
19
Recruit volunteers
2 people
20
Assign volunteers
2 people
21
Divide up the bar shifts
2 people
22
Arrange first aid contact
23
Check the weather forecast
24
Check the shopping list
2 people
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Prepare artist reception
2 people
28
Cordon off the area
3 people
29
Set up the stage
4 people
30
Set up the sound system
3 people
31
Set up lighting
2 people
32
Connect power supply
2 people
33
Set up tables
3 people
34
Set up chairs
4 people
35
Set up the bar
3 people
36
Set up the catering buffet
3 people
37
Set up the artist room
2 people
38
Hang up decorations
2 people
39
Put up directional signs
2 people
40
Set up the registration table
2 people
41
Check toilets
2 people
42
Perform sound check
3 people
43
Perform a lighting check
2 people

Event

44
Welcome performers
2 people
45
Open the doors
3 people
46
Register visitors
3 people
47
Distribute program
2 people
48
Guide the opening act
3 people
49
Play break music
50
Guide the performances
3 people
51
Swap microphones
2 people
52
Assist performers
2 people
53
Serve drinks
4 people
54
Refill drinks
2 people
55
Serve snacks
3 people
56
Restock the buffet
2 people
57
Keep tables clean
2 people
58
Empty trash bins
2 people
59
Restock toilets
60
Answer audience questions
2 people
61
Announce the final act
62
Guide visitors to the exit
3 people

Aftercare

63
Turn off the sound equipment
2 people
64
Count beverage stock
2 people
65
Collect waste
4 people
66
Wash dishes
3 people
67
Clean the bar
2 people
68
Clean the catering area
2 people
69
Dismantle the stage
4 people
70
Pack audio equipment
3 people
71
Put furniture back
4 people
72
Clean the grounds
4 people
73
Remove decorations
2 people
74
Inventory materials
2 people
75
Gather borrowed items
2 people
76
Return equipment
2 people
77
Store leftover stock
2 people
78
Dispose of waste
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Stage sectionsqty 12
Stage steps
Party tentsqty 3
Beer tablesqty 10
Buffet tablesqty 6
Registration desk
Artist tablesqty 3
Chairsqty 160
Bar stoolsqty 12
Clothes racksqty 2

Equipment

Mixing console
Speakersqty 4
Subwoofersqty 2
Monitor speakersqty 3
Microphonesqty 8
Microphone standsqty 8
DI boxesqty 4
Instrument cablesqty 16
XLR cablesqty 16
Headphonesqty 2
Laptop
Music standsqty 8
Piano stool
Extension cordsqty 8
Power stripsqty 6

Lighting

LED spotlightsqty 8
Mood lightingqty 6
Light standsqty 2
Flashlightsqty 4

Tableware

Wine glassesqty 100
Beer glassesqty 160
Water glassesqty 160
Coffee cupsqty 80
Platesqty 180
Cutlery setsqty 180
Serving spoonsqty 12
Pitchersqty 8

Kitchen

Coolersqty 6
Ice cube traysqty 4
Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving trays with lidsqty 8
Storage binsqty 12
Bottle openersqty 6
Corkscrewsqty 3

Decorations

Jazz postersqty 20
Program standsqty 6
Table runnersqty 16
Stage drapesqty 4
Decorative plantsqty 12
Cable tiesqty 100
Gaffer tapeqty 8
Directional signsqty 12

Cleaning

Waste binsqty 12
Mop setsqty 3
Bucketsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 24
Hand soap dispensersqty 8

Catering

Groceries

Tips

Set the date and confirm the venue before booking performances. The venue determines stage sections, seating, power access, toilets, lighting positions and how many guests you can register safely.
Ask every musician for a technical rider as soon as they are booked. Confirm microphones, DI boxes, monitor speakers, music stands, piano stool, cables and the mixing console before the performance schedule is published.
Keep a written festival budget with separate lines for artists, audio, lighting, catering, toilets, insurance, permits and volunteer needs. Review it at least once a week until the final shopping check.
Send artist information and the programme early, then close guest registrations with enough time to count chairs, wine glasses, catering portions and dietary requirements. A final count 3 to 5 days before the festival is more useful than estimates on the day.
Assign volunteers to named shifts rather than general duties. Cover registration, bar service, artist support, first aid contact and teardown, and give each person a start time plus a backup contact before the weather forecast is checked.

Frequently asked questions

How far in advance should I organise a jazz festival?: Start at least 6 months ahead for a small festival, and earlier if several musicians or a popular venue are involved. Confirm the date, venue and main artists first; permits, insurance and suppliers should follow within the next 4 to 8 weeks.
When should I book sound and lighting for a jazz festival?: Book audio and lighting as soon as the programme and technical requirements are reasonably known, ideally 8 to 12 weeks before the festival. Send the supplier the stage layout, performance schedule, power information and equipment list at least 2 weeks before setup.
How many volunteers do I need for a jazz festival?: Plan at least 1 volunteer per active area or shift, with separate coverage for registration, bar service, artist support and first aid coordination. For a small festival, a team of 6 to 10 people usually provides workable cover when shifts are divided clearly.
When should I finalise catering for a jazz festival?: Book the caterer 6 to 8 weeks ahead and collect dietary requirements during registration. Send the final guest and meal count 3 to 5 days before the event, then check delivery time, buffet tables and serving equipment.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.